Administrative Assistant, Marketing [614]

About the Role

D-Wave is seeking a highly organized, proactive and detail-oriented Administrative Assistant, Marketing to join our Executive Administration Team. Reporting to the Chief of Staff and working closely with the SVP of Marketing, this role will provide coordination and administrative support to the SVP and the broader Marketing and Communications team. This role will help keep the team running smoothly by coordinating schedules, meetings, travel, supporting marketing activities and events, managing administrative processes, organizing information and assisting with special projects. This role offers broad exposure to marketing and communications including team operations, and the inner workings of a fast-paced technology company. This is an excellent opportunity for someone early in their career who is interested in marketing and communications and wants broad exposure to the inner workings of a fast-paced technology company. The ideal candidate is resourceful, highly organized, comfortable juggling multiple priorities and eager to learn. Above all, you have a passion for providing a helping hand to anyone on your executive’s team, and you take pride in having a can-do attitude. You have the ability to think ahead, and if you love problem solving and playing a key role in an exciting, growing tech company, this is the role for you.

Responsibilities

• Executive & Team Support
  • Provide day-to-day administrative and coordination support to the SVP of Marketing and broader Marketing & Communications team.
  • Manage calendars, scheduling, correspondence, presentations, reports, expenses and other administrative needs.
  • Anticipate needs, coordinate priorities and help ensure the team operates efficiently.
• Meeting & Travel Coordination
  • Coordinate internal and external meetings, including scheduling, agendas, materials, action items and follow-up.
  • Manage executive travel arrangements, itineraries and related logistics.
  • Reconcile corporate credit card expenses and maintain complete and timely documentation.
• Event & Vendor Coordination
  • Coordinate vendors supporting Marketing & Communications activities, including research, quotes, scheduling and day-to-day communication.
  • Support event logistics including production of printed event collateral, including vendor coordination, proofs, approvals and delivery timelines.
• Administrative Processes & Information Management
  • Support the preparation, routing and tracking of NDAs, contracts and other documents through internal review and approval processes.
  • Maintain organized team files, SharePoint sites, templates and other shared resources.
  • Help improve administrative processes, tools and ways of working.
• Special Projects
  • Provide research, coordination and administrative support for Marketing & Communications projects and initiatives.
  • Take on special projects and other responsibilities that help the team operate effectively.

Requirements

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